Introduction

Microsoft Outlook 2010 allows you to send and receive e-mail messages, schedule appointments, and organize your contacts and address books. There are two ways to access Outlook. First is to use the Outlook client software, which is part of the Microsoft Office 2010 suite. It is already installed on your PC at work. The second is to use Outlook Web Application (OWA) through your web browser. The focus in this document is on the Outlook 2010 client. To learn more about OWA, refer to the document, “Getting Started With Outlook Web App.”

Starting Outlook 2010 on Windows 7

To use Outlook 2010, you must start the application. Outlook client should have already been installed on your PC at work. Follow these steps:

1. If the Outlook 2010 shortcut is visible on your desktop, double-click on it. If not, click the Start button. The Start menu appears.

2. Click All Programs. The left pane of the Start menu shows the programs installed on your PC. 3. Click Microsoft Office. 4. Select Microsoft Outlook 2010.

Outlook 2010 Screen

Once you invoke Outlook 2010 application, you will see the program screen. The default view opens to the Mail Folder, Navigation Pane, the Inbox, To-Do Bar, Reading Pane, and the Expanded Ribbon. Below describes the components of the program screen:

• Quick Access Toolbar – Contains common commands such as Send, Receive, Undo. You can add and remove commands as needed.

• Inbox – Provides a lists of all e-mails. It can be arranged and sorted. • Instant Search – Enter key words to search the current folder or location. • Reading Pane – Displays contents of selected messages. • Close Button – Click to exit Outlook. • Help Button – Open Outlook Help window. • To Do Bar – Keep tabs on calendar, appointments, and tasks in one place. • Zoom Slider – Click and drag the slider to zoom in or out of an item or view. • People Pane – Displays information about the person associated with the selected item. • Status Bar – Shows information and reminders about Outlook items. Right-click the status bar

to specify what information is shown. • Selection Buttons – Choose which Content Pane you wish to view. • Folder List View – Select the folders you want to view. • Navigation Pane – Contains buttons and icons to click to move among Outlook folders and tools. • Folder List View – Select the folders you want to view. • Expanded Ribbon – Quickly find the commands you need to complete a task. • Backstage View – Contains external file commands.

Outlook 2010 Expanded Ribbon

The Expanded Ribbon is a new feature of Outlook 2010. It allows you to quickly find the commands you need to complete a task. Below is a description of the Expanded Ribbon.

Composing and Sending an Email

To compose an Email, go the Expanded Ribbon menu and click on the New E-mail icon. The mail message window appears where you create and compose emails. Follow these steps:

1. Click on To: and type the recipient’s email address. If the recipient is in your Address Book, the name and address will be auto-completed.

2. Click on Cc: and enter the recipient to courtesy-copy as appropriate. 3. Enter the Subject. 4. To attach a file, click on Attach File (paper clip icon). 5. On the message body, compose your email.

6. To send a Blind copy (Bcc), click the Cc button. The address book will open. Enter the name or address of the recipient in the Bcc field and click OK.

7. Click the Send button to send your message.

Compose Message Ribbon

The Compose Message Ribbon helps you quickly find commands you need to complete tasks.

Replying and Forwarding Emails

To reply, reply all, and forward emails,

1. Go to your inbox and highlight and select the email. 2. From the Outlook menu, click on Home.

3. To reply to an email, click on the Reply icon. To reply to all recipients, click on Reply All icon. To forward an email, click on Forward icon.

4. The mail message window appears where you can compose your reply message. Optionally, you can add additional recipients by clicking on To… or carbon copy by clicking on CC…. Click on Send to send your reply.

Deleting Emails

To delete an email,

1. Select and highlight the email and click the Delete icon.

2. To delete multiple contiguous emails, click and highlight the first email you want to delete, scroll down to the last email, and press the Shift key. To delete multiple non-contiguous emails, hold the Control key and click on the emails you want deleted.

Entering Calendar Items

To access your Outlook calendar,

1. From the Outlook menu, Click on Home, and then click on Calendar.

2. You will see the Outlook Calendar screen. On the left side of the window, you can check (or uncheck) the calendars you want to view. On the upper left side of the screen, you can select the day or click on the right or left to scroll and view a month.

3. To make an entry such as creating a new appointment or meeting request, select the date, point the cursor to the appropriate calendar view and click on the time. You can drag the cursor downwards to select additional time slots.

4. Once you have selected the date and time, right-click to view the different calendar items: • New Appointment • New All Day Event • New Meeting Request • New Recurring Appointment • New Recurring Event • New Recurring Meeting

5. To create a new appointment, select New Appointment. The Appointment window will appear. 6. Enter the Subject, Location, Start time, End time, and message.

7. Click Save & Close. The new appointment should be displayed on the calendar view.